BYLAWS OF THE VENICE HIGH SCHOOL MUSIC BOOSTER
Article I
Name and Location of Organization
Section 1.1 - Name of Boosters
The name of the organization shall be Venice High School (VHS) Music Boosters Inc., hereinafter referred to as “the Boosters”.
Section 1.2 - Location of the Boosters
The principal office of the Boosters shall be located at Venice High School, 1 Indian Ave. Venice, FL. The mailing address of the Boosters shall be P.O. Box 50, Venice, FL 34284.
Article II
Purpose, Intent, and Responsibilities
Section 2.1 - Purpose of the Boosters
The purpose of the Boosters is to provide financial and volunteer support for quality band programs of the VHS Music Department, its staff, and students. All Booster activities proposed, enacted, promoted, and fundraised for, will first and foremost always be in the direct interests of the band students and the band program. Anything outside of this scope is not deemed part of the Boosters program. The Boosters membership demonstrates positive engagement with the community at large (ready, willing, and able to work side by side as volunteers around the local community), for the purpose of increasing visibility and positive recognition of the band students and band program, building a sense of belonging, and promoting mutually beneficial community collaboration. This leads to businesses, the school administration, and the community at large showing greater ongoing support to our band programs.
Section 2.2 - Activities of the Boosters
The Boosters’ activities include but are not limited to providing financial support through a program of fundraising and community events; providing volunteer labor in support of practices, performances, athletic events, school programs, fundraising and community programs; and recognizing and encouraging student achievement in music performances.
Section 2.3 – Fundraising
The Boosters organize and participate in numerous fundraisers throughout the year. For most fundraising events and all major events (e.g. hosting MPA), 100% of funds raised shall go to the general Boosters fund to benefit all band students and the band program as a whole. For designated and smaller fundraising events, student volunteers will receive 50% of revenue to their individual accounts while 50% of revenue will go to the general Boosters fund. All funds raised must be handled by approved Boosters adult volunteers, deposited to Crews Bank clearly marked “VHS Band Boosters”, name of student, and name and date of the specific event.
Article III
Membership
Section 3.1 - Membership
The membership shall be by notice to the general body, members in current standing, in the form of a joining the roll herein called Members. The Boosters Secretary shall keep a roll sheet at each board meeting and will include it in the minutes. Should the board deem necessary, membership matters can be reviewed, modified, and a general member body vote would be required to activate said changes.
Article IV
Management
Section 4.1 - Meetings
The meetings shall be open to the general membership body, parents/guardians, and staff. Board meetings shall be quarterly or monthly during the school calendar; meeting frequency can be adjusted based on band program needs throughout the year. At a minimum, there will be a spring meeting for the election of officers for the subsequent year and an annual organizational meeting at the start of the year. The annual organizational meeting will be held each year during the summer months (goal of July prior to band camp). The President may call special meetings of the membership if needed. The President shall determine the agenda and order of the business at all Boosters meetings. In the absence of the President, the Vice President may assume these functions. Minutes of all Boosters meetings shall be kept by the Secretary and shall be provided at the next scheduled meeting.
Section 4.2 - Voting
All current members (parents/ guardians) must be in good standing (current with band dues, volunteer requirements) to have voting privileges for the election of Executive Board Officers or to vote upon any matter brought by the Board. This would imply abiding within the parameters set forth in these by-laws and any membership policy that may be in force at the time. All members in good standing shall have equal voting rights and equal privileges.
Fifty-one percent (51%) of the voting members shall constitute a quorum for the transaction of the business at any meeting of the Boosters. If less than fifty-one percent (51%) of the members are present at said meeting, a majority of Board members present may declare a quorum and conduct the meeting without further notice.
Conflict of interest may occur when an item is presented for a vote that will directly affect the member, their employer, another organization they are involved with, a member of their family, or matter in which they have a direct financial interest. Members shall disclose orally the nature of the conflict and abstain from discussion or voting on the matter.
Paid coaches and VHS staff are excluded from any vote that may cause a conflict of interest, including budget votes. If said coaches and VHS staff are a member in good standing of the Boosters, they can vote on generic/ basic issues.
Section 4.3 - Parliamentary Authority
Robert Rules of Order, Newly Revised, shall govern the Boosters in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Boosters may adopt.
Article V
Officers
Section 5.1 - Powers and Duties of the Board of Directors
There shall be an Executive Board that will consist of the officers, the chair, and co-chairs (if applicable) of standing committees, position specific elect individuals and Director positions, herein and after known as “the Board”. The powers, management, and control of the Boosters and all its affairs shall be vested in the Executive Board of the Boosters. Booster members in good standing shall be eligible for nomination and election to any elected office of the Board. The VHS Band Director will work with the Board to guide the program and be our liaison with the school. The Executive Board, by election, consists of the President, Vice President of Band, Vice President of Color Guard, Treasurer, Secretary, position specific elect individuals and Director positions. The President shall appoint the Director position. Position specifically elected individuals will be approved by the Board.
Section 5.2 - Election of Officers and Chairs of Committees
Elected Executive Board members are President, President Elect, Vice President of Bands, Vice President of Color Guard, Treasurer, Treasurer Elect, and Secretary. Elected chair positions are Concession, Food & Hospitality, Fundraising, Uniform Manager, Volunteer Coordinator, Apparel, Banquet/ Awards, Equipment/Props/ Maintenance (Road Crew), and Media. Any member of good standing wishing to be considered for an elected position shall meet the following criteria:
Candidates shall inform the Boosters in writing or by email of their intent to run for a specific office.
Candidate shall have attended no less than two meetings during the year and shall have participated in or have served on at least one committee or volunteered for two (2) events (i.e. band camp, Christmas parade, car show, Italian Feast, or football games).
Candidate must be in good standing with and current on band dues.
An exception can be granted to incoming freshman parents or an uncontested position. Unless otherwise needed or deemed appropriate by the Board, no two members of the same household shall hold positions within the Executive Board. Each elected Executive Board member shall serve a term of 1 year (Fiscal start to Fiscal end). Each elected chair position is not limited to one term year as long as by popular democratic vote.
If an officer or chair position is vacated prior to the completion of any term, a member in good standing may be appointed by one person on the Executive Board. It will then be approved by the Board until the term ends, or the vacancy is filled, except for the officer position of President, in which case the Vice President shall become president and preside as President for the remaining term. Prior to vacating the position, it is the duty that an outgoing elected officer, director, or committee member pass on any knowledge pertaining to the successful operation and workings of said position.
The president shall email the complete roll of parents and nominations for positions to the board and Committee chairs ten (10) days before the spring meeting. Elections will be held in spring (goal of March) so new leadership can shadow with outgoing Board as a succession plan.
Section 5.3 - Officers, Director, and Committee Job Descriptions
President: Term one year. President shall preside at all Booster officers, Director, Committees and Band meetings, and perform other duties as may be assigned by the Boosters. The President will vote at and as a member/parent of the board of directors. The President’s primary task is to oversee the direction of all operations of the Boosters. President will appoint a Director of the Board.
President Elect: Position will work closely with President to help with succession plan for the following year.
Vice President of Bands: Term one year. Vice President shall perform the duties and tasks designated by the President. This role will include being one of the point persons for the Band program. Vice President will promptly communicate with President about all Band related issues. Duties shall include being the ambassador for the Band including chaperoning, facilitating Band events throughout the year including fall and winter season, and working with Uniform Manager and Treasurer for purchasing. Vice President will work in conjunction with the Band Directors. In the event the Presidency were to become vacant, it would be the duty of the Vice President to step into the role of President for the remainder of the term.
Vice President of Color Guard: Term one year. Vice President shall perform the duties and tasks designated by the President. This role will include being one of the point persons for the Color Guard program. Vice President will promptly communicate with President about all Color Guard related issues. Duties shall include being the ambassador for the Band/Color Guard including chaperoning, facilitating Band/Color Guard events throughout the year including fall and winter season, and working with Uniform Manager and Treasurer for purchasing. Vice President will work in conjunction with the Band Directors. In the event the Presidency were to become vacant, it would be the duty of the Vice President to step into the role of President for the remainder of the term.
Treasurer: Term one year. Treasurer shall be responsible to the Boosters for the preparation of reports for board meetings, be the lead in preparing a yearly budget, financial review of reports of all funds received, to collect funds, be responsible for the safekeeping of said funds, maintain up to date records and dispersed by the of all transactions, and to report monthly at the board meetings on the financial status of the Boosters. Will work closely with the bank accounts, set up signers, and debit cards.
Treasurer Elect: Position will work closely with Treasurer to help with succession planning for the following year.
Secretary: Term one year. The secretary shall keep accurate records and minutes of all general meetings, prepare agenda with guidance of President, handle correspondence, and perform the duties required by the office as assigned. In addition, the Secretary is responsible for publicity/ social media duties for the Boosters to include the development and distribution of electronic news, press releases, and public information materials about the band or band events. This can include photographs of events, games, and concerts. While students are encouraged to help with content, all publicity/ social media must be reviewed and posted by the Secretary or Band Director.
Director: Term one year. This is an appointed position by the President of the Board. The President can assign duties, tasks, and special projects to assist the Boosters. The Director can assist and advise all Board members if needed.
Band Director: The Band Director will serve as a Liaison to Executive Board as a Non-Voting member. All discussions relating to the bands, students, and families of this organization should be reviewed with the Band Director. This will, in turn, ensure the Boosters are following school and school board policy and that the activities of the Boosters align with and enhance the vision and direction of the band program.
Committee Groups ~ Please note any of the committees below can have Co-Chairs if requested/appointed.
Concession: Duties shall include oversight of the concession stand at football home games, graduation, and other events as needed. Submit requests for purchases to Executive Board. Then in turn order merchandise, conduct inventory, and submit receipts to Treasurer.
Food & Hospitality: Duties shall include facilitating meals for the band for Friday night football games and other events throughout the school year. They will assist in food for adjudicators and hospitality events hosted by the band programs.
Fundraising: Duties shall include oversight and coordination of fundraising events and programs including grant writing, sponsorships, and donations. The chair may designate sub-committees for events and programs if needed.
Uniform Manager: Duties shall include oversight of the disbursement, maintenance, and inventory of band uniforms. Also, will assist with uniform-related activities during summer band camp. Works directly with Band Director regarding uniform policies and will submit requests to purchase to the Executive Board.
Volunteer Coordinator: Duties shall include the development of a list of approved volunteers to staff events, games, and other band activities and chaperone students as required. Maintains lists/database system. Volunteer Coordinator will track volunteer hours, report to Secretary for roll-sheet and assist with maintenance of volunteer hours. Reports all hours to President for school records/reports.
Apparel: Duties shall include managing, setting up and operating the apparel stand. Submit requests for purchases to Executive Board. Then in turn order merchandise, conduct inventory, and submit receipts to Treasurer. Can work with Volunteer Coordinator to secure staff for apparel stand for events or games.
Banquet/Awards: (Committee formed Mid-Season) Duties shall include managing the yearly Band Banquet at the end of the school year. Facilitation of the site, meal, theme, and fundraising for each year will be their primary responsibility. Also, this position will also assist Band Director with purchasing the end of the year awards and help with awards throughout the year.
Equipment/Props/ Maintenance (Road Crew): Duties shall include managing adult and students’ equipment. Staging crews for set up and take down, as well as the transportation of these items (trucks, band trailer). Oversight of the maintenance, repair, construction and/ or purchase of needed equipment. Also, this position will be responsible for ensuring all equipment owned by the Boosters (e.g. trailer, golf carts) is properly maintained and stored.
Media: Duties include assisting the secretary position with tasks specific to media, photography of Band events, development of band newsletter, videos for fundraising campaigns, social media, and marketing help.
Section 5.4 - Protocol for the voice of the Boosters
Communications to the school staff, administration, and school board should always be done with respect. In order to convey a unified voice and to protect certain vested interests of the Boosters, the following shall be considered an appropriate protocol for communication to the school administration: The President will speak for the Boosters and the Vice President will speak for the Boosters if the President is not available. The Executive Board may select an individual or committee chair to communicate in this capacity. The Band Director will set protocols regarding communications between himself and the Boosters.
Article VI
Financial Management
Section 6.1 - Fiscal Year
The fiscal year of the organization shall begin on June 1 and end on May 31. A review of books and records of the organization should be conducted annually by the accountant that files our taxes yearly. The procedure to be determined by the Board. The review shall be presented to the members within 30 days of completion.
Section 6.2 - Contracts
Following a motion that was voted on and passed by the board, the Boosters may authorize any officer(s) to enter a contract, execute, and deliver any instrument in the name of and on behalf of the Boosters. Such authority may be general or confined to a specific instance as defined by Boosters.
Section 6.3 - Budget
The budget for the coming fiscal year will be prepared by Executive Board and Directors (Budget Committee), accepted by the Board, then presented to the full membership at the Spring general meeting for approval.
Article VII
Conduct /Procedures
Section 7.1 - Conduct
Members of the Venice High School Music Boosters, bands, and the Board shall not bring discredit to themselves, the Boosters, Venice High School, or the Music programs. If a member of the VHS Music Boosters is accused of anything that violates this provision as described above, the accused shall be afforded due process. The person involved may elect to have a confidential meeting with any two Executive Board Members to identify and discuss the accused member's issue/s. If the accused member elects, they can petition the President for a further discussion and decision with the Band Director.
Section 7.2 - Procedures
If an appeal is needed a hearing can be convened with a panel of three, two from the Boosters Board and one chosen by the member in question. If a finding of guilt is found, the President or Vice President shall take appropriate action up to and including removal from the Boosters. All conduct procedures will remain confidential.
Section 7.3 - Time for Due Process
All matters related to the accused issue must be resolved within 14 days of the initial complaint; if not resolved within such time, the complaint shall be deemed null and void. Exclusive to this provision will be where the accusation is criminal in nature; within the scope of such an accusation, there will be no such time limit imposed.
Article VIII
Bylaws
Section 8.1 - Implementation
These bylaws shall become effective immediately upon adoption. The Boosters interpretation of the bylaws shall be considered the correct interpretation when validated by a majority vote.
Section 8.2 - Amendments
These bylaws may be altered, amended, or repealed and new bylaws may be adopted by a majority of the members present at any regular meeting or at a called meeting of the general membership. At least 30 days written notice is required if there is an intention to alter, amend, or repeal these bylaws at such a meeting. When voting on bylaw changes, the membership must receive a copy of the proposed changes at least 14 days before the proposed meeting.
